This tab includes information for Financial and Sales analysis and reporting.
Financials
The ‘Outstanding Order Value’ and 'Last Invoice Date' are automatically calculated for the customer when the customer record is opened, these fields are read-only.
On Hold → You can stop any further orders from being released to this customer by placing them on hold, this is a feature controlled by you within commerce. Any new orders would also be placed into held status until released.
Settlement → If you offer your customer an early settlement discount then this can be included in this section, specify the number of days and the settlement discount rate offered.
Please check that the template you are using for invoices accommodates the addition of the settlement discount option.
Payment Terms → These will appear on the invoice to the customer, the options available are very standard and used by most businesses.
Group Account → When posting to the finance system we would normally use the main account code, however, for group companies we can raise the invoice to go to the account address but consolidate the group debt on the sales ledger in a single account, allowing you to send statements to the group but the individual invoice to the customer.
Bank Accounts → These are used to indicate which account details should appear on the invoice, in general, most customers have a single account, by default you can have the system automatically enter this account into the primary field. Additional accounts can be added.
Ensure the report layout you choose for your invoices accommodates multiple bank accounts if you are using more than one account as not all templates support multiple accounts.
Finance System (linked information)
Credit Limit → If your system is linked to a finance system which can provide this then the field will be read-only and is controlled by the finance system, if not then you will have to set the limit within this field.
All other fields in this section are provided to Commerce from your finance system and can not be changed.
To update the fields press the “Get Accounts Data” button at the bottom of the page.
If the finance system has the account “On hold” then only the finance system can release this hold on the account.
Analysis
The Analysis Section provides seven default fields to assist you in analysing the account, this is specifically used for reporting purposes and for marketing extracts.
The drop-down lists you see in this section are defined within the system admin and if they are in use then you need to select one of the options.
Customer Notes
Here you are provided with a Memo field only, you are free to enter what you wish on this field.
Invoicing Output Options
There are three options for each account regarding the production of invoices,
No Invoice is required
The invoice is sent via email
The invoice is printed and sent through the mail
We always assume that you are not printing a copy of these for your own records, you can at any time print if needed. If you have no finance system connected you can always use the no finance option csv file to obtain information for each invoice.
You can select option 1 OR a combination of option 2/3 (2 or 3 or both)
Export Option Email → It is the email address to which all sales order documentation will be sent to. If one address is not enough then select the contact list option and then proceed to the contact list and select the SOP Docs option against each contact to whom you wish to send the email.
If you select the “Use Contacts List” then you must select contacts where this will be sent to as it will no longer use the email address in the export option email field.
If you are using the print options then you can set a default printer for the invoices to be sent to upon generation or you can specify at the time when you print them, this allows you to use the old-fashioned dot matrix printing on a specific paper.